Microsoft Office Excel 2007 Key Features Office of Enterprise Development and Support Applications Support Group 2011
TABLE OF CONTENTS Office of Enterprise Development & Support Acknowledgment. 3 Introduction. 4 Key Features 5 Office Button... 6 Quick Access Toolbar 8 The Ribbon 9 Groups, Commands The Mini Toolbar... 16 Contextual Tabs... 17 Galleries... 22 Live Preview... 27 Quick Print... 29 HELP... 30 Contact Information... 31 2
OFFICE OF ENTERPRISE DEVELOPMENT & SUPPORT ACKNOWLEDGMENT Sections in this manual were excerpted from The Applications Support Group encourages you to visit http://office.microsoft.com for additional hands-on and context sensitive training. 3
INTRODUCTION Microsoft Office system took on the challenge of making the core Microsoft Office applications easier to work with. The result of these efforts is the Microsoft Office Fluent User Interface (UI) a user interface that makes it easier for people to get more out of Microsoft Office applications so that they can deliver better results faster. 4
KEY FEATURES Design goals and approach In previous releases of Microsoft Office applications, people used a system of menus, toolbars, task panes, and dialog boxes to get their work done. Now that the programs do so much more, the menus and toolbars system does not work as well. Too many program features are too hard for many users to find. For this reason, the overriding design goal for the Office Fluent UI is to make it easier for people to find and use the full range of features these applications provide. With these goals in mind, Microsoft developed a results-oriented approach that makes it much easier to produce great results using the 2007 Microsoft Office applications. This approach covered in this booklet includes new concepts such as Buttons, Ribbon (Groups & Commands), Mini Toolbar, Contextual Tabs, Galleries and Live Preview. 5
KEY FEATURES Microsoft Office Button The Office Fluent user interface brings together the capabilities of the Microsoft Office system into a single entry point in the UI: the Microsoft Office Button. List of recently opened documents Create New Documents Open documents Save (.xlsx) new EXCEL 2007 extension Save As in various file formats Print Prepare for distribution Send as Email w/ Attachments Publish in different formats Close document Change various options in, and other 2007 applications See example on next page Click to Exit 6
KEY FEATURES Microsoft Office Button Excel Options Use to Customize the Quick Access Toolbar Change various options in, and other 2007 applications Customize the Quick Access Toolbar C U S T O M I Z E 7
KEY FEATURES Quick Access Toolbar The Quick Access Toolbar (QAT)is a customizable toolbar that contains a set of commands that are independent of the tab that is currently displayed. The Quick Access Toolbar can be located in one of two places: Upper-left corner next to the Microsoft Office Button (default location) Below the Ribbon, which is part of the Microsoft Office Fluent user interface 3 1 Place pointer on command 2 8
KEY FEATURES What's on the Ribbon? The three parts of the Ribbon are tabs, groups, and commands. There are three basic components to the Ribbon. It's good to know what each one is called so that you understand how to use it. Tabs. There are seven basic ones across the top. Each represents an activity area Groups. Each tab has several groups that show related items together. Commands. A command is a button, a box to enter information, or a menu. Everything on a tab has been carefully selected according to user activities. For example, the Home tab contains all the things you use most often, such as the commands in the Font group for changing text font: Font, Font Size, Bold, Italic, and so on. 9
KEY FEATURES IN EXCEL 2007 The Ribbon - Excel Tabs In the Office Fluent UI the traditional menus and toolbars have been replaced by the Ribbon a component of the UI designed for easy browsing that presents commands organized into a set of: 1- Home 2 Insert 3 Page Layout 4 Formulas 5 Data 6 Review 7 - View 10
KEY FEATURES IN EXCEL 2007 Example of Groups on: Excel Page Layout Tab: There are 5 groups on the Excel Page Layout Tab Themes _ a set of colors, fonts, and other formatting details that work together to give your documents a stylish, professional design. Page Setup _ margins, orientation, size, print area, insert and remove page breaks print titles Scale to Fit_ scaling, paper size, (also access to sheet/header /footer/margins) Sheet options_ Gridlines, repeat row and column titles Arrange _ used with charts, view gridlines 11
KEY FEATURES IN EXCEL 2007 Example of GROUPS Home Tab in EXCEL Note: Click the to expand Command functions in new Window Dialogue Box Launcher Note: Hover over the to view Command Preview pane 12
KEY FEATURES IN EXCEL 2007 Example of COMMANDS Home Tab in EXCEL The Dialog Box Launcher in the lower- right corner of the Group tabs indicates additional options for the group. - i.e.., Clipboard Group Cut, Paste, Copy, Font Group Type and Size etc., - 13
KEY FEATURES TIP SHORTCUT: Press Ctrl + F1 (on keyboard) To Minimize the Ribbon Users can minimize the Ribbon to provide more screen space Normal view of Ribbon To minimize, place your mouse pointer anywhere on the ribbon Tabs (e.g. Home, Insert, etc.) and click with your right mouse button to open Quick Access dialogue box. Select/ Click on Minimize the Ribbon Click To Select Ribbon after minimized Note: When you click on a Tab the Ribbon will reveal the Commands associated with the Tab again. You can press Ctrl + F1 again to restore the Ribbon to Normal view). 14
KEY FEATURES TIP Add formatting to your document by using the Mini toolbar: When you select text, you can show or hide a handy, miniature, semitransparent toolbar called the Mini toolbar. The Mini toolbar helps you work with fonts, font styles, font sizing, alignment, text color, indent levels, and bullet features. NOTE You cannot customize the Mini toolbar. The following shows how the semitransparent toolbar looks when you select text in Microsoft Office 2007. The following shows the Mini toolbar when you rest your pointer on it. To use the toolbar, click any of the available commands. 15
KEY FEATURES TIP Turn off the Mini toolbar: Excel 1. Click the Microsoft Office Button, and then click Excel Options. 2. Click Popular, and then under Top options for working with Excel. 3. Clear the Show Mini Toolbar on selection check box. 2 3 1 16
KEY FEATURES What are Contextual Tabs? Certain sets of commands are only relevant when objects of a particular type are being edited. For example: Headers/Footers for Excel (1 Tab) [Design] Chart Tools in Excel (3 Tabs) [Design, Layout, Format] 17
KEY FEATURES IN EXCEL 2007 Add or change the header or footer text in Page Layout view 1. Click the worksheet to which you want to add headers or footers, or that contains headers or footers that you want to change. 2. On the Insert tab, in the Text group, click Header & Footer. NOTE Excel displays the worksheet in Page Layout view. You can also click Page Layout View on the status bar to display this view. 3. Do one of the following: To add a header or footer, click the left, center, or right header or footer text box at the top or the bottom of the worksheet page. To change a header or footer, click the header or footer text box at the top or the bottom of the worksheet page respectively, and then select the text that you want to change. 4. Type the new header or footer text. See example of how to work with headers and footers in Excel 2007 on next page 18
KEY FEATURES IN EXCEL 2007 Sample Header& Footer Contextual Tab Excel 2007 Click the Insert Tab to access the Header/Footer commands in Excel 2007 Click the Header & Footer icon on the Ribbon After clicking the Header & Footer icon, a Design tab appears on the Ribbon The Design tab in Excel 2007 has four (4) Groups 1/ Header & Footer 2/Header & Footer Elements 3/ Navigation 4/Options 4 Groups Note: After clicking the Header & Footer command, a header box will appear above Row 1 in the worksheet for entering header text. 19
KEY FEATURES IN EXCEL 2007 Sample Contextual Tab for Chart in Excel 2007 Ribbon before the chart is selected: [7 tabs: Home, Insert, Page Layout, Formulas, Data, Review, View] 20
KEY FEATURES IN EXCEL 2007 After clicking (selecting) the Chart, a Chart Tools tab appears on the Ribbon Design, Layout, and Format tabs are parts of the Chart Tools tab When the Chart is selected the Ribbon changes and Contextual Tabs appear. When the Chart is clicked these selection handles will appear. 21
KEY FEATURES What are Galleries? Galleries simplify the process of producing professional looking documents, or spreadsheets. Main Appearance Features: Galleries enable users to easily find and select a design for their work. Galleries work with Live Preview [enables the user to view the result before applying it to their document.] Following are examples for applying the Gallery feature: o Charts in Excel 22
KEY FEATURES IN EXCEL 2007 Galleries Examples: In Excel 2007 you can use the Chart Tools tab to access the Design tab Place your pointer on the chart and click once to reveal the Chart Tools tab In this example the Chart Tools Design tab is used to select and Live Preview the result of a Gallery Chart Style. You can also change the chart type, switch data rows/columns, select from chart layouts, and move chart location. 23
KEY FEATURES IN EXCEL 2007 Contextual Tabs in Layout Change the Layout or style in an Excel 2007 chart Instantly change the look of a chart instead of manually adding or changing chart elements or formatting. Users can quickly apply a predefined layout and style to a chart. Microsoft Office Excel provides a variety of useful predefined layouts. Following are examples for applying Layout features: o Charts in Excel 24
KEY FEATURES IN EXCEL 2007 Chart Tools: In Excel 2007 you can use the Chart Tools tab to access the Layout tab The Layout Tab in Excel 2007 has 6 primary Groups Provides options to select and format various parts of Current Selection the chart [e.g., chart area, chart title, horizontal axis, legend etc.] Insert Labels Axes Background Analysis Insert pictures, graphs, text boxes Choose the placement of the Chart title, Axis Titles, Legend, Data Labels, Data Table, or remove them. Choose theplacement of Axes, or remove them. Choose Major or Minor gridlines, or remove them. Change various plot options, add 3-D rotation viewpoint., change chart 3-D wall, or floor Analyzes charts by adding trendlines, or error bars for the various chart types 25
KEY FEATURES IN EXCEL 2007 Chart Tools: In Excel 2007 you can use the Chart Tools tab to access the Format tab Format Tab in Excel 2007 has 5 primary Groups Current Selection Shape Styles WordArt Styles Arrange Size Provides options to select and format various parts of the chart [e.g., chart area, chart title, horizontal axis, legend etc.] Change shape fill, outline, add shape effects [shadows, 3D rotation], visual styles *see sample fig. Apply visual effects to text, text fill, and text outline Select multiple objects. Align and center multiple objects. Change the height, or width of a shape or picture * Visual Styles 26
KEY FEATURES Live Preview Live Preview is a new technology that shows the results of applying an editing or formatting change as the user moves the pointer over the results presented in a Gallery. On the Home tab, in the Styles group, right-click the style that you want to change in the Quick Style gallery. A Live Preview shows the results of the style choice in the figure. 27
KEY FEATURES Live Preview Sample After highlighting (selecting) the text Contextual... in the PowerPoint illustration below, the DrawingTools (fig. ) tab appears along with the Format command tab (fig. ) The WordArt Styles Group provides samples to choose from in addition to a Live Preview of the results (how text will look) before the actual selection is made. WordArt Styles selection. Live Preview of results for the WordArt selection. 28
KEY FEATURES QUICK PRINT Use Quick Print if you do not have to choose the printer, or make changes to your document. The print dialog box will not appear. Documents go directly to the printer. QUICK PRINT: Applies to programs that use the Microsoft Office Fluent user interface: To print without using the Print dialog box, click the Microsoft Office Button, Point to the arrow next to Print, and then click Quick Print 29
GETTING HELP Microsoft Office 2007 provides extensive help to assist you with completing your documents. Each application has a Table of Contents filled with information and demonstrations. 1. Press F1 on your keyboard, or click the question mark on the far right above the ribbon: 2. Click the Book to show the Table of Contents: 3. Click a book to see the topics 4. CLICK a title to reveal a topic What s New? Topic listing 30
FOR MORE INFORMATION For Hardware and Network Support: Call the OSSS Help Desk (718) 349-5783 For Applications and Training Support: Call the Applications Support Group (718) 349-5700 E-mail: DSFAppSupport@schools.nyc.gov Training Registration Link: http://intranet.opt-osfns.org/dsf/resources/passportregistration/ Microsoft Office Online Link: http://office.microsoft.com 31